Connect Email

You will be able to connect email via four different options:

• Google
• Microsoft
• SMTP
• VanillaSoft Email Services

To connect via VanillaSoft Email Services and SMTP click on "+ More options".

Specific instructions on how to connect to each email service is provided within the knowledge base. More information can be found in the Setting Up Your Email Account article.

User interface Changes

Add User Page

• Username must now be a valid email address
• The Username email address will be used for login and all system notifications will be sent to this email address. 
  • UNLESS a different email address is added to the “Notification Email Address” field
• A new “User Localization Settings” section has been added to the page. 
• This section now includes the user’s area code and the time zone field has been moved here.
• The Email field has been removed. 
• Email setup is now done exclusively from the “Edit User” page.
  • NOTE: by default VanillaSoft will now allow the user to configure their email account on first login.
  • If this option is turned off, the administrator must configure the users’ email account.  

Edit User page (Admin and Caller)

• The Email Account tab in the Edit User page will be removed and all of the email configuration will be done from the Profile Tab.
• The same changes made to the “Add New User” page are found on the “Edit User” page, in the Profile tab. 
  • Username must be a valid email address
  • Notification Email Address can be used for system notifications instead of the username
  • The “Email” field no longer exists. Email configuration is done lower down on the page in the “Email Account” sub-section.
• Exceptions:
  • The “Send Emails Using” drop-down field has been removed except for those who don’t have the ‘Desktop Email Application’ option enabled in any user or project
• The “Email Account” section in the “Profile” tab will clearly indicate the email connection status.

Migration of Users to the New Format - How It Will Work

• If the username is equal to the Email field before the release:
  • Notification Email Address = blank
• If the username is NOT equal to the Email field before the release:
  • Notification Email Address = Email

Email Account changes (User page)

• The caller-side Email Account page has been redesigned to accommodate the new email configuration methods
• This page is accessible to users by default unless the admin removes access

Manage Users page changes:

• Two new columns have been added to the Manage Users table so Administrators can toggle user access to the caller Email Account page in their profile (MyEmail Account) and can quickly view the email connection status of each user (Email Connection). 
• There are icons for each Email Connection type:
  • Not Connected
  • Gmail
  • Outlook
  • SMTP
  • Legacy SMTP
  • VanillaSoft Email Service
• If the icon is GREEN, the connection is active
• If the icon is RED, the connection has failed/is inactive

Configure Email Server (Account Menu page)

• This page has been removed. Account level SMTP is no longer supported.
• All account-level SMTP information will be copied to the user-level SMTP for users with a valid account-level SMTP and invalid/inactive user-level SMTP.

Email Composition

• The “To:” field will only support one email address. Any other recipients will have to be added to the CC: or BCC: fields.
• This will improve the accuracy of email tracking metrics

Incoming Web Lead, Edit Automatic Email

• The page has been modified slightly to accommodate the email connection setting changes
• The “Send with project SMTP identity” checkbox has been removed (unless legacy SMTP has not been migrated to the new Project Email Settings page). 

Project Email Settings

NOTE: The SMTP tab has been removed and all email configuration settings have been added and simplified on one page

Configuration Options

The Project Email Settings page has been re-designed to accommodate the new email configuration methods. 

• The project SMTP tab has been removed.
• The page now has 3 main options. Any functionality available on the current Project Email Settings page can be reproduced with the new page. 

Option 1 - Use the Sender’s Email Configuration

• This is the default setting for new projects. 
• If no email is configured in their user settings, they will not be able to send emails

Option 2a - Use a Google, Microsoft, or SMTP account

• Apply an individual email account for each user. 
  • All emails from this project will be sent from the email address configured for each user within the “Configure” page.
  • If no email address is configured, then that user will not be able to send emails.
  • Free email addresses are only allowed using Google and SMTP. Microsoft and VanillaSoft Email Service do not support free email accounts.
  • Admins can configure an email alias and display name for each user. The email alias must be configured within the email provider.

Option 2b - Use a Google, Microsoft, or SMTP account

• All emails from this project will be sent from the master email address
  • Free and non-free email addresses are supported but free emails muct be connected using Google or SMTP
  • Admins can configure an email alias and display name for each user. The email alias must be configured within the email provider.

Option 3a - Use VanillaSoft Email Service

• Apply an individual email account for each user
  • All emails from this project will be sent from the email address configured for each user within the “Configure” page.
  • If no email address is configured, then that user will not be able to send emails.
  • Only corporate/non-free email addresses are supported.
  • Admins can configure a display name for each user. 

Option 3b - Use VanillaSoft Email Service

• Apply a master email address for all users
  • All email sent from this project will come from the ‘master’ email address
  • Only corporate/non-free email addresses are allowed
  • Admins can configure an email alias and display name for each user. The email alias must be configured within the email provider.

Migration of Project Email Settings

• If you use SMTP the configuration page will not change until such time you create a new project or re-set email settings. 
  • It is therefore possible that one project using SMTP is not using the new “Project Email Settings” page while another using VanillaSoft Email Services will migrate to the new page. 
• If your SMTP connections are “invalid” your emails will not send. Your SMTP may have to be re-connected in order to send emails.